GATHERING BUSINESS REQUIREMENTS An attempt to improve the process in DMV

PM and BA Structure in DMV  PMO  PM’s in PMO manage projects and often perform role of the BA  Program Analysis  Administrative Analysts in PA manage projects, act as BA’s on projects, and also perform dual role  Project Management at DMV Team (PMAT)  Community of practice – establish PM methodology  Business Process Center of Excellence (BOCOE)  Business process modeling/analysis  Eventually feed business case for change

Gathering Requirements – As Is  High level requirements captured in the project scope statement  Business rules captured in standard business rule document created by IT  No standard BRD  Issues:  Requirements are not fully documented and system does not meet users’ needs – rework  Requirements gathering takes too much time = projects take too much time

Gathering Requirements – To Be  Standardize BA practices – like we’ve done for project management  Pilot BRD on one project (PMO) Format for high-level requirements Possibly new format for business rules Leave no requirement behind…  BPCOE and PA Standard business analysis modeling tools Business processes are documented prior to business case development and project kick-off – streamline the requirements process

BRD Pilot  Used a BRD template for the Audit Modernization Project – why?  In theory, developing a standard template for use by all projects – like PM templates - may speed up the requirements gathering process. BA’s and PM’s know what to expect.  Requirements are now contained in several documents – scope, business rules, Visio diagrams, spreadsheets – would one document better tell the requirements story?

Status  BRD has not be passed off to IT staff for functional specifications, but IT lead has found this format useful  Area for comments in the business rule section would be helpful  Need to assess with the team to determine what worked or what could have been done better  Still took quite a bit of time to develop the requirements

Discussion  Does your agency use a BRD or are the requirements documented in a series of documents?  How does your agency speed up the requirements process?  What recommendations do you have for us as we continue to develop strategies for gathering requirements?